Part-time Business Manager/Controller for Private School

Business Manager / Controller

Private school with 3 campus locations in Northern Virginia is seeking a part-time Business Manager/Controller.

Hours/Schedule: 20-24 hours per week, 3 days/week, flexible schedule

Job Type: Direct Hire

Location Requirements: Hybrid, 1 day/week on-site in Annandale, VA

Rate: $60-70K salary for 20-24 hours/week

Job Description: The Business Manager serves as a key member of the leadership team, responsible for the management of all financial operations. This role leads budgeting, forecasting, accounting, reporting, compliance, and long-term financial planning to ensure the financial health and sustainability of the institution. The Business Manager oversees all business office financial functions, ensures strong internal controls, and provides timely, accurate financial insights to support decision-making by the Head of School and Board of Trustees.

Responsibilities:

Business Management and Financial Strategy

• Serve as the financial leader and partner to the Head of School
• Lead long-range financial planning to ensure sustainability and growth
• Present financial reports and insights to the Finance Committee and Board
• Ensure compliance with GAAP and nonprofit financial management best practices
• Promote a culture of financial accountability, transparency, and stewardship

Budgeting, Forecasting, and Financial Planning

• Develop and manage the annual operating and capital budgets
• Prepare and present monthly and annual financial reports
• Prepare budget forecasts and projections and share with the Head of School monthly
• Conduct tuition analysis and benchmarking (salaries, tuition, market comparisons)
• Review tuition assistance recommendations in partnership with Admissions
• Monitor cash flow and ensure sufficient liquidity to meet obligations
• Review and ensure cash balances can support operational needs (March–May planning window)

Accounting and Financial Operations

• Perform all accounting functions including accounts payable and receivable, payroll review and coordination, and general ledger and reconciliations
• Complete and approve balance sheet reconciliations (cash, investments, A/R, prepaids, fixed assets, A/P, debt, leases)
• Complete and approve credit card coding and financial transactions
• Ensure proper internal controls and accounting procedures
• Oversee financial systems and integrations (e.g., Blackbaud, tuition systems)

Audit, Compliance, and Regulatory Reporting

• Lead annual audit preparation and coordination
• Prepare and submit IRS Form 990, state filings (e.g., VA 102), and 1099 reporting
• Ensure compliance with debt covenants and lender requirements, and regulatory and accreditation standards
• Maintain and update the Accounting Procedures Manual
• Oversee financial documentation and audit readiness

Finance Committee and Governance

• Prepare materials and reports for Finance Committee meetings (quarterly)
• Provide financial insights and recommendations to leadership and Board
• Support governance responsibilities through accurate and timely reporting

Contracts, Risk Management, and Insurance

• Review and approve contracts, including indemnification clauses, cancellation terms, and financial risk exposure
• Oversee insurance renewals in collaboration with leadership
• Ensure appropriate risk management practices are in place

Retirement Plan and Benefits Financial Oversight

• Oversee retirement plan compliance and reporting, including Form 5500 and 8955 filings
• Participate in annual meetings with retirement plan advisors
• Ensure financial oversight of benefit programs in coordination with HR
• Monitor cost and financial impact of benefits offerings

Program Financial Oversight (Tuition, Auxiliary, Extended Day)

• Oversee tuition billing structures and adjustments, and Extended Day and auxiliary program financials
• Approve and monitor fee uploads to tuition management systems and in-year billing updates and changes
• Collaborate on camp and auxiliary program pricing, staffing, and collections
• Review enrollment vs. billing alignment for programs

Systems, Process Improvement, and Financial Controls

• Identify and implement improvements in financial systems and workflows
• Ensure efficient and accurate financial processes across the organization
• Strengthen internal controls to safeguard assets
• Support automation and reporting enhancements

Qualifications:

• Bachelor’s degree in Finance, Accounting, or Business Administration
• CPA or MBA preferred but not required
• School experience desired
• Minimum 5–10 years of financial leadership experience
• Strong knowledge of GAAP and nonprofit accounting
• Experience with budgeting, forecasting, and financial modeling
• Experience working with boards and finance committees
• Proficiency in Microsoft Office Suite, especially Excel
• Proficiency with financial systems and reporting tools
• High level of integrity and ability to handle confidential information
• Strong communication and leadership skills

FlexProfessionals respects and seeks to empower each individual and support the diverse cultures, perspectives, skills, and experiences of its candidate network. FlexProfessionals does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. The candidates whose resumes are shared with our business clients are selected on the basis of qualifications, merit, and business needs.